Integrate your webinar data with your online meeting software using the API v2 Feeds

Steps to integrate your webinar data with your meeting software

1 1. Prerequisites
2 2. Planning your integration
3 3. Developing & testing your integration
4 FAQs
5 Support

Related Help Guide Pages

Learn how to use the API Feeds to integrate your webinar course details with your online meeting software

There are many reasons you might want to integrate your accessplanit platform with an online meeting provider to manage your webinar course information; you may wish to eliminate the need for manual updates of webinar joining details, reducing the chances of the wrong joining link being assigned to a Course while also saving valuable time for your team. You may wish to automate the processes of recording Delegate attendance based on attendees on your webinars, allowing your team to to focus on more critical tasks!

As your business grows, the scalability of this integration will enable you to handle an increasing number of web Courses and Delegates efficiently. Additionally, by automating attendance tracking, you can increase your confidence in your attendance reports, supporting better decision-making and improving your future course offerings.

While there are a number of different ways to integrate your webinar data between your accessplanit platform and your online meeting software, this guide will focus on how to complete this integration using the accessplanit API v2 feeds. APIs give you real-time access to your data, they keep information consistent, and can grow with your needs, supporting custom data elements. Overall, APIs are a reliable and flexible way to link different systems and services together, making everything work together more easily.

Follow this page to learn the steps to integrate the web course data in your accessplanit platform with your online meeting software using the accessplanit v2 API Feeds.

1. Prerequisites

Before you start planning the details your integration, we recommend that you make sure you have everything you need for an integration

The following steps should be followed:

Ensure your meeting software supports Integrations via an API
Explore your options for how your integration will be created (who will be developing it)

Ensure your connecting software supports Integrations via an API

Before you begin planning your integration, we recommend confirming that your meeting software will support the integration.

To confirm that an integration is possible, you should work with an internal expert or product owner, or your key contact from your meeting software. Here are several areas to confirm:

Check that the software is capable of supporting API integrations, this includes ensuring it can handle HTTP requests, and it supports data in a JSON data format.
Check if there are any additional licences/fees or permissions required to set up an integration using APIs

Explore your options for how your integration will be created (who will be developing it)

Review your options for who could develop this integration for you; you may have an internal development team, an external third party that you have worked with before, or your meeting software supplier may have developer recommendations or be able to complete the integration themselves.

Here are a few of the considerations when deciding who will work on your integration:

Experience
Working with a developer who has worked with online meeting software previously is a benefit, particularly if they have experience with your specific software and/or accessplanit. They should be proficient in JSON and REST.
Quote and pricing models
While it is unlikely that you will be able to request a quote at this stage, understanding their pricing model is important to know, some developers will charge a fixed price for a project, whereas others will charge a daily rate. Ensure that you are aware of what this quote includes, as some quotes also factor in additional services and support.
Reputation/reviews
If it is your first time working with a third party developer, you may wish to ask for their reviews and/or testimonials.
Development process
Understanding what methodology the developer follows helps to ensure their approach will fit into your process, for example if you need to be able to re-evaluate approaches and iterate throughout the project a ‘waterfall’ approach would not be suitable.
Timeline
Understanding the developers availability and lead times is the first step to knowing if they will be able to deliver within your project timeframes, once you have scoped the integration during the next phase in 'planning' you will be able to confirm this.
Support
Understand what support will be available to you post-launch (this should include technical assistance and bug fixes), and whether there are any additional charges for these services.

2. Planning your integration

In this step you will work with your developer to plan your integration

There are two key steps for planning your website integration:

Understand common set-ups and best practice
Define what and how data will be shared within your integration

Understand common set-ups and best practice

Depending on your requirements, there are up to three key processes that can be automated for online meeting integrations:

Webinar Scheduling
When a web Course is scheduled in your accessplanit platform, the details of this Course are sent to your meeting software and a webinar/meeting is created.
Webinar Joining Details
The trainer and delegate joining instructions for your web course are copied from your meeting software and are automatically populated in your accessplanit platform.
Attendance Marking
When an online meeting/webinar is completed, the attendee list from the meeting software is compared against the delegate list in your accessplanit platform, and Delegates are marked with the status of ‘Completed’ or ‘No Attend’ depending on their attendance

Here are recommendations for each of the above processes, including example filters and data to use with each. For your integration planning, please note these examples are not exhaustive and additional data is available in each of the available endpoints.

a. New Web Course is scheduled

Process triggered

Automatically (via web-hooks - coming soon), as soon as a Course meets the filter criteria

Filter criteria

Only Courses with a type of ‘Web’
Only Courses with a start date in the future
Example optional filter: Only Course Templates offered by a specific Training Provider
Example optional filter: Only Course Templates that are associated to specific Categories

Data included

Use accessplanit API v2 endpoints:

CourseDate

Recommended data fields to include:

ID (Unique ID of the Course Date e.g. 12368)
Label (Course Alias or Course Template Name e.g. First Aid for Beginners)
StartDate (Course Start Date & Time e.g. 2026-06-10T09:00:00)
EndDate (Course End Date & Time e.g. 2026-06-10T16:00:00)

b. Course details updated

Process triggered

Automatically (via web-hooks - coming soon), as soon as a Course meets the filter criteria

Filter criteria

The Course’s ‘date updated’ has changed
Only Courses with a type of ‘Web’
Only Courses with a start date in the future
Example optional filter: Only Course Templates offered by a specific Training Provider
Example optional filter: Only Course Templates that are associated to specific Categories

Data included

Use accessplanit API v2 endpoints:

CourseDate

Recommended data fields to include:

ID (Unique ID of the Course Date e.g. 12368)
Label (Course Alias or Course Template Name e.g. First Aid for Beginners)
StartDate (Course Start Date & Time e.g. 2026-06-10T09:00:00)
EndDate (Course End Date & Time e.g. 2026-06-10T16:00:00)

c. Joining Links are recorded against the Course

Process triggered

Automatically, as soon as the meeting has had the joining links generated

Filter criteria

n/a

Data included

Use accessplanit API v2 endpoints, make a PUT request to:

WebCourseDate using the Unique ID of the Course Date e.g. 12368

Recommended data fields to include:

CandidateWebinarDetails (Delegate webinar joining details)
TrainerWebinarDetails (Trainer webinar joining details)

d. Delegate statuses are updated

Process triggered

Automatically, once the meeting is complete and attendance has been recorded

Filter criteria

n/a

Data included

Use accessplanit API v2 endpoints, make a PUT request to:

UserCourseDate using the Unique ID of the Delegate e.g. pebrid~12368

Access the registered Delegate list using:

CourseDateID (Unique ID of the Course Date e.g. 12368)
ID (Unique ID of the Delegate e.g. pebrid~12368)
UserID (Unique ID of the User e.g. pebrid)
UserFullName (Full name of the User/Delegate e.g. Peter Bridge)
CandidateEmailAddress (Email address of the User/Delegate e.g. pd1987@email.com)

Recommended data fields to include:

Status (Delegate status on the Course e.g. ‘Completed’)

Define what and how data will be shared within your integration

Once you have reviewed the common set-ups and best practice for finance integrations above, you should define the inputs and output for integrating your courses into your website.

Work with your web team to define your integration! Here are the steps to follow for each process you want to integrate:

How will your integration for this process be triggered?
Will it be triggered based on something being created or updated, e.g. when an Course is marked as ‘Advertised’? Or will it be triggered periodically, such as once a day or once an hour?
Should any filters be applied?
Decide how you would like your Courses to be displayed throughout your website. For example, would you like all of your Courses to be displayed on one page of your website as a big list? Or would you prefer to have a page per Course Template with all of the available Courses for the Template to be listed together? As a final example, would you prefer to have a page per course category with a list of available Courses within that category?
What specific data should be shared and in what format?
What information about your Course Templates and Courses would you like to have displayed on your website? Consider each of the types of Courses that you offer; Classroom, Webinar, eLearning, Document, and Sessional Courses, what information is useful to your prospective customers?
Where would you like your booking link to be positioned?
Your booking link for your available Courses should be a clear call-to-action on the page, consider the positioning and the colour of this button or link in relation to the Course information.

3. Developing & testing your integration

In this step, your developer will create the integration between the two systems

Development

Please see our dedicated developer guide to access information and guidance for working with the API v2 feeds: API v2 - Developer Resources

Testing

Depending on your development methodology, we recommend to start testing early and continue to test during the development phase, rather than leaving testing to the very end of the project. Incorporating a combination of testing types; including Unit Tests, Integration Tests, and Functionality/UAT testing is important to ensure everything is working as expected.

During your Functional testing phase, you will test your integration against it's specific functionality requirements, this testing can be combined with User Acceptance Testing (UAT) which is where your users will complete tests using real-world data to test the integration. Within this tests you should include both valid and invalid data, to ensure correct information is successful, and incorrect information fails.

FAQs

Here are some common questions that we receive about the APIs and their answers

Is the data provided by the API v2 feeds in real-time?
Yes, each API GET request you make will return real time data for that moment.
Can I access historical data in the API v2 feeds?
Yes, you can adjust your filters of your request to include or exclude historical data.
What data formats are supported by the API v2?
JSON
How is the data transmitted via the API to keep it secure?
The APIs can only be accessed by users with API permissions, additionally the range of access is them limited by roles, this means that not every API User can access all endpoints.
How do I get access to the API v2 feeds?
Your initial API Access will be granted alongside the module purchase.
For any additional API Users please speak to your Optimise CSM and they will ensure your access is set up promptly.